HR Assistant

2 weeks ago

Manila, National Capital Region, Philippines Bernhard Schulte Shipmanagement Full time

The HR Assistant (Contractual) will provide administrative and operational support to the HR Team, focusing on attendance, monitoring, documentation, employee engagement, and recruitment. This role is essential in ensuring accurate record-keeping, timely reporting, and smooth execution of HR initiatives.

Key Accountabilities

Attendance Monitoring & Reporting:

  • Assist in the creation and maintenance of monthly timesheets for all employees, ensuring accuracy and timely submission.
  • Extract and consolidate attendance data from IBSS and the company's HR Information System (HRIS) for reporting and analysis.
  • Monitor attendance records to identify inconsistencies, disputes, and irregularities such as tardiness, absences, and unauthorized work-from-home entries.
  • Coordinate with concerned departments or employees to validate discrepancies and escalate unresolved issues for memo issuance or disciplinary action.
Documentation & Filing:
  • Maintain and update employee 201 files, ensuring all documents are complete, properly labeled, and securely stored.
  • Digitize and upload employee records to the HRIS, organizing them under the correct employee profiles and folders for easy retrieval.
  • Ensure compliance with data privacy and confidentiality standards in handling employee records and sensitive information.
  • Support the transition from manual to digital filing systems by organizing and categorizing legacy documents.
Employee Engagement & Training Support:
  • Provide logistical and administrative support for employee engagement activities such as team-building events, wellness programs, and company celebrations.
  • Assist in the planning, coordination, and execution of training and development programs, including scheduling, venue setup, attendance tracking, and feedback collection.
  • Help prepare training materials, certificates, and documentation required for external learning sessions.
  • Collaborate with the HR team to promote employee participation and enhance the overall experience of engagement initiatives.
Recruitment & Selection Assistance:
  • Assist in sourcing candidates through job boards, social media, and other recruitment channels.
  • Screen resumes and endorse qualified applicants to HR Officers for initial interviews.
  • Coordinate interview schedules and communicate with candidates regarding application status and next steps.
  • Help maintain the applicant tracking system and recruitment database for reporting and analysis.
Multimedia & Communication Support:
  • Collaborate with HR and support teams to conceptualize and produce multimedia content such as onboarding videos, training presentations, and internal announcements.
  • Assist in editing and formatting visual materials to ensure clarity, consistency, and alignment with company branding.
  • Support the development of engaging and informative content for employee communication platforms such as newsletters, bulletin boards, and job adverts.
  • Contribute creative ideas to enhance the effectiveness of internal communication and onboarding experiences.

Requirements

Education & Qualifications:
  • Bachelor's degree in Human Resources, Psychology, Business Administration, or related field.
  • Experience in HR support or administrative roles is an advantage.
  • Proficient in MS Office and HRIS platforms.
  • Strong organizational and communication skills.
  • Ability to handle sensitive information with confidentiality.
  • Creative and collaborative mindset for multimedia and engagement initiatives.

Work Experience:
  • 1-2 years in a relevant position. Fresh graduates are welcome to apply.

Job-Specific Skills:
  • Creative skills
  • Good organizational skills
  • Communication skills
  • Teamwork and cooperation
  • Fluency in English
  • PC literacy
  • Emotional intelligence and empathy

Benefits

Benefit Listing effective Day 1
  • SSS, PagIbig, PhilHealth Contributions Employer's Share
  • Free Office Lunch

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